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Manually maintained value sets

Modified on Mon, 08 May 2023 at 03:50 PM

A value set is a predefined list of possible entries that a user can choose from a drop-down list when entering data into a header or row in an Aico document.

This article will deal with value sets that can be added and maintained manually by inputting values directly in Aico or, where there are a large number of values, by importing/exporting from an Excel spreadsheet. 

How to create a new value set

There are two ways to create a value set:

Create a new value set from the Value Sets tab

Create a new value set from the Header Fields tab

We will go through each of these in turn.

Create a new value set from the Value Sets tab

Go to the Value Sets tab and click Create New

Now you have created your value set, you need to:

1. give the value set a name

2. press save

Now you will need to navigate to your newly created list.

3. Click on the Value Set drop-down list

4. Start typing in the name of your value set

You will be taken to an empty value set to populate. To fill in the new value set, click on Add new row (5) and save when done.

The fields should be filled in as below:

Description: Enter the value description.  

Value: Set the value.    

Validity Start date: Set the date when the validity starts.  

Validity End date: Set the date when the validity ends.    

Attribute 1, Attribute 2: Values are application-specific, meaning that their use depends on the value set.

For example, for the Priority list value set Attribute1 can contain the response time and Attribute2 can contain the resolution time.    

Filter value: For example, if Account is set to be a value list, then the Profit Centre value list can be filtered so that only certain profit centre values are shown depending on the selected account value.

Note: The field can be used only for row field values and requires additional configuration in the database.

Sort value: Define in which order values are displayed in the drop-down list when they appear to the user or in the dashboard and list filters. For example, High, Medium and Low will appear in a list as High, Low, Medium if no sort order is configured.

Note: Only the Description and Value fields are mandatory.

Create a new value set from the Header Fields tab

In System manager, go to the Header Fields tab and click on the header or row to which you want to attach the Value set.

Please note, you can click anywhere in the row, but the cursor may not change to show the capability of selection. You can click anyway.

Go to the Value Sets tab in the Settings view and click Add Value Set.

Give the value set a name.

 

To add a new value, press Add new row button (1) in the bottom right and complete the row information. As a minimum, you need to add in:

  • Description - give each value something meaningful to you and end users.
  • Value - in this example, the numerical order of value relates to the escalation of risk, with 1 being the highest.
  • Sort order - use this to present the information in a logical order for end users. If you do not add a Sort Order, the information will be presented alphabetically.

To delete a row, press the red cross (2) at the end of the row.

Warning! If you change the values in a value set, historic documents will not be reclassified to reflect this. So, if you add a fourth risk category of extreme risk, for example, and set this as number 1, and change high to 2 and so on, documents created before this time will not change to reflect this. So historic documents labelled 1 for high will now be read as extremely high. The database will not be updated because you have changed the meaning of a value.

To save the changes, press the Save button (3).

Make sure that the Editor Type field on the Common tab is set to be a List.

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